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Export and email e-P45s in Accord

Kohini
Updated
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This guide will provides an overview of

  • How to set up the Ciphr Payroll system for the P45 export and email functionality.
  • How to export and email P45
     

Contents

Introduction

The set up is done one time only for each company, once set up, the only task for the client to do is run the export and email for each pay group.

This utility must be run before sending FPS for the payroll period, as it looks in the FPS journal to identify which leavers are due a P45.

If you have selected to Email the payslips, the employees must have 

  • an email address on their employee record in payroll.
  • the Email payslips tickbox ticked on their employee record in payroll. 

If they don’t have both of these, they will not receive an email P45.

Customers has the option to just export the P45s, and print them to send directly to customers by post if required, if they do not wish to email them a soft copy.
 

Steps

Click on each step:

Step 1: Setting Up the Email Template

Customer will need an email template set up, this is the content of the email to the customer, to which the P45 will be added as an attachment.

To set up an email template, please follow the below steps, in the screenshot below, there is an example to help you.

  1. In Ciphr Payroll, go to Utilities > Other utilities > Utilities 1 > Manage Email Templates
  2. In the email template category, click on the drop down, and select Payslip distribution e-mails
  3. Click on the tickbox Share template with other companies, if you want to use this template for more than 1 company.
  4. Add a Sent From email address.
  5. Add a Subject for the email.
  6. Add the text for the email content. There are some merge fields which you can use. E.g.
    <1stName> is used to populate the employee’s first name automatically in the email.
    <ES> is used to populate the employee’s surname automatically in the email.
  7. Click on the Save button once you’re happy with the details entered.
  8. Mark the name of the template which was created, as this will be required in Step 2 below.

 

Step 2: Setting Up the eP45 selection

Customer will need to set up a selection profile in the system, which will pick up the email template and the P45 template, the encryption required, the folder to save the hard copy amongst other things.

This only needs to be done once, one saved, it will be available thereafter for use every pay period.

  1. In Ciphr Payroll, go to Utilities > Other utilities > Utilities 1 > Export and Email Employee Reports
  2. Click on New.
  3. Populate the fields in the screenshot below, explanation of each field is as below.

1 – Include only leavers with P45 printed/Emailed not set
This ensure only employees who have not been sent a P45 previously, will receive a P45.

2 – Include only leavers in RTI Journal for P45
This will look at the RTI journal to identify which employees are leavers, these are the employees which will be included in the P45 export.

3 – Email PDF payslips
Tick this box if you want to email P45 to employees.
If you only to create the P45 as PDF copies on your local machine, then leave as unticked.

4 – Email template
If you have selected to Email PDF payslips above, then select the email template you created in Step 1 above. In my example, my email template is called 01: Private and Confidential – Important Document enclosed. Customer’s one might have a different name.

5 – Encryption Method
If customer has selected to email the payslips, then you can select encryptions options from the dropdown list. You may encrypt with the date of birth, or as mentioned in Step 1, using a password of your choice.

6 – e-P45s
This is the P45 report template that will be emailed to the employee.

7 – Folder path to save the PDF copies
This is the folder where you want to save the PDF copies of all P45s you are emailing. If you are not emailing them, this is where the files will be created for you to pick up and print for the employee.

In the example, the folder chosen on the remote desktop is the T drive, folder P45s. You will need to ensure you have created that folder.

8 – File name of the P45
This is the file name saved for the employee P45. In the example, this will create a file with P45 followed by Employee Code, followed by month and year.
E.g. P45 100001 April 23

9 – Set P45 Printed/Emailed flag after emailing P45 for Leaver
Ensure to tick this box. This is required so that after a P45 has been created and/or emailed, then the employee is marked as having received one. This ensures that the employee is not included in future P45 generations.

4. Click on Save Selection As at the top of the screen to save all your parameters. In the screen that pops up, add a Select name, this will be the selection you go in every pay period to export and email P45s.
Then select the 2 tick boxes as shown, this will make your selection available to all companies within your group, in the case you have more than 1 company

5. Click on OK

 

Step 3: Running the eP45 process

This is the process to run every pay period to actually send the P45 to employees.

  1. In Ciphr Payroll, go to Utilities > Other utilities > Utilities 1 > Export and Email Employee Reports
  2. Select the export you created, and click on Edit
  3. If you have select to email the PDF copies, click on Preview Mailing List to review the list of employees who will receive a P45. It is important to check this list, in case of errors such as missing email addresses
  4. If you have not selected to email PDF copies, the Preview Mailing List will be greyed out
  5. Click on Export & Email to generate the PDF copies and send the emails to employees
     

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